The Division of Hematology, Oncology and Transplantation (HOT) at the University of Minnesota Medical School is seeking an executive administrative assistant with a positive disposition to directly support several faculty members with their clinical, research and academic work.
DUTIES/RESPONSIBILITIES 50% Administrative Support Manage electronic calendars for multiple faculty, including scheduling of appointments, planning/coordinating meetings, reserving rooms and notifications; schedule Zoom or conference calls as needed; communicate effectively via email for meeting requests. Coordinate domestic and international travel arrangements for faculty (airline, hotel and meeting registrations) related to conferences and speaking engagements. Prepare and submit in a timely manner the Days Away Form for faculty notification of being out of office and Attending Schedule Change Form, updating faculty calendars. Course Administrator for MICa 8013 and coordinate with Course Coordinator the syllabus by scheduling presenters, uploading materials for students, assistance with the mid-term and final exams, grades and be a resource for students. Prepare promotion dossier for any faculty going up for promotion. Prepare forms need for faculty annual reviews. Schedule events and speaker engagements and coordinate any related event contracts and paperwork. Coordinate onboarding of any new supported faculty. Assist faculty with their lab needs with coordination of meetings and working directly with lab personnel on their office needs. Initiate, determine and coordinate needs of each faculty and provide other administrative duties as assigned. Provide back-up coverage for other admins as needed. Able to effectively prioritize and meet deadlines and adjust workload for a variety of projects.
45% Data and Document Management Maintain Biosketches and CVs and update consistently with new publications, speaking functions and other pertinent information. Prepare manuscripts for submission (access publication website for author directions to apply correct formatting to the manuscript, including references and other supporting documents); proof reading and editing. Process expense reimbursements in Chrome River (can be trained) and prepare check requests as needed. Edit pdfs as requested with changes to documents, adding text and signatures with Adobe (can be trained). Utilize Endnote (can be trained) and access Pubmed for managing and editing bibliographies, citations and references. Assist with grant proposals with document and data collection, revisions and formatting to meet submission requirements.
5% Office Management Greet and interact with visitors, staff and faculty in a pleasant and professional manner. Assist when needed for answering main telephone line as a backup. Assist when needed for setting up conference room for meetings. Monitor incoming and outgoing mail for supported faculty. Other general office duties as assigned by the Senior Office Supervisor.
Hourly Range: $18.26 to $27.82 USD/hour
All required qualifications must be documented on application materials.
REQUIRED QUALIFICATIONS • High school diploma/GED and four years of administrative support experience. Training or education may be substituted for some of the years of experience. • Proficiency in standard office systems and software (Microsoft Office Suite, Google applications). • Demonstrated ability to work independently and as a team member. • Excellent written and oral communications along with organizational skills.
PREFERRED QUALIFICATIONS • Proficient multi-tasking skills, detail-oriented, manage work flow while dealing with interruptions and meeting deadlines. • Demonstrated ability to share learning and collaborate with administrative support staff as a team. • Ability to work with diverse groups and address and listen to others in a respectful manner. • Experience supporting and/or interacting with executive leaders, faculty, staff, visitors and vendors. • Familiar with an office setting in higher education or healthcare system. • Able to effectively prioritize and meet deadlines and adjust workload for a variety of projects. • Ability to respond to inquiries in a professional and timely manner.
Internal Number: 336053
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.